Privacy Policy
Your privacy is important to us. This policy explains how we collect, use, and protect your information.
Last Updated: January 12, 2026
1. Introduction
ScanOps ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mail forwarding, document scanning, and business services platform.
2. Information We Collect
2.1 Personal Information
When you register for our services, we collect:
- Name and contact information (email, phone, address)
- Government-issued identification (required for USPS Form 1583)
- Business information (company name, EIN, state of formation)
- Payment and billing information
2.2 Mail and Document Information
When you use our services, we process:
- Images of mail envelopes and scanned documents
- Sender and recipient information from your mail
- Invoice and financial document data (for AP Processing)
- Shipping and freight information (for Freight Audit)
2.3 Automatically Collected Information
We automatically collect:
- Device information and browser type
- IP address and location data
- Usage patterns and interaction data
- Cookies and similar tracking technologies
3. How We Use Your Information
We use your information to:
- Provide and maintain our services
- Process your mail and documents as requested
- Comply with USPS regulations (Form 1583)
- Process payments and prevent fraud
- Send service notifications and updates
- Improve our services and develop new features
- Respond to your inquiries and provide support
4. Information Sharing
We may share your information with:
- Service Providers: Third parties that help us operate our services (payment processors, shipping carriers, cloud storage)
- Regulatory Authorities: USPS and other agencies as required by law
- Legal Requirements: When required by law, court order, or government request
- Business Transfers: In connection with a merger, acquisition, or sale of assets
We do not sell your personal information to third parties for marketing purposes.
5. Data Security
We implement industry-standard security measures to protect your information:
- Encryption in transit (TLS) and at rest (AES-256)
- Secure data centers with physical access controls
- Regular security audits and penetration testing
- Employee access controls and training
- Two-factor authentication options
6. Data Retention
We retain your information for as long as your account is active or as needed to provide services. Certain records are retained longer to comply with legal requirements:
- Form 1583 records: Retained for 3 years after service termination (USPS requirement)
- Financial records: Retained for 7 years (tax compliance)
- Mail images: Retained for 90 days after processing unless you request longer retention
7. Your Rights
Depending on your location, you may have the right to:
- Access the personal information we hold about you
- Request correction of inaccurate information
- Request deletion of your information (subject to legal retention requirements)
- Export your data in a portable format
- Opt out of marketing communications
- Withdraw consent where applicable
To exercise these rights, contact us at privacy@scanopsusa.com
8. California Privacy Rights
California residents have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, request deletion, and opt out of sales. Contact us to exercise these rights.
9. Cookies
We use cookies and similar technologies for authentication, preferences, and analytics. You can manage cookie preferences through your browser settings. Essential cookies required for service operation cannot be disabled.
10. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from children.
11. International Transfers
Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy and updating the "Last Updated" date. Your continued use of our services after changes become effective constitutes acceptance.
13. Contact Us
If you have questions about this Privacy Policy or our privacy practices, contact us at: